Senior Executive Assistant

Title: Senior Executive Assistant

Employee Classification: Senior Executive Assistant

Campus: University of North Texas - Health Science Center

Division: HSC-Provost & Exec VP

SubDivision-Department: HSC-Texas Coll of Osteopathic Med

Department: HSC-Office of the Dean-TCOM-300600

Job Location: Fort Worth

Salary: $70,000.000

FTE: 1.000000

Retirement Eligibility:

About Us - Values Overview

Department Summary

Named a top-tier medical school for primary care by U.S. News & World Report, TCOM is a leader in training physicians skilled in comprehensive primary care and rural medicine. Over 60 percent of TCOM’s graduates practice primary care medicine, helping reduce the shortage of physicians in our Texas communities. Many others successfully practice in specialty careers ranging from aerospace medicine to cardiovascular surgery.

Position Overview

The Office of the Dean TCOM at the University of North Texas Health Science Center is seeking to hire a Senior Executive Assistant to join our team. The Senior Executive Assistant will support the TCOM Dean and the Senior Academic and Business Director. Provide high-level administrative support to assigned executives via complex calendaring, travel coordination, conducting research, preparing financial reports, handling information requests, and performing administrative functions such as preparing correspondence, presentations and reports, receiving visitors and planning events, arranging conference calls, and scheduling meetings.

Minimum Qualifications

Bachelor's degree and three (3) years of related experience; or any equivalent combination of education and experience.

Knowledge, Skills and Abilities

• Advanced MS Office skills.
• Knowledge of accounting/budgeting procedures.
• Demonstrated ability to effectively communicate verbally and in writing at an exemplary level
• Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others.
• Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats.
• Ability to conceptualize, plan and organize multiple programs and assignments effectively.
• Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
• Skill in developing and maintaining good working relationships.
• Knowledge of policies, practices, procedures and terminology of assigned function.

Preferred Qualifications

• Master’s degree in business related field.
• 5 years of administrative and financial/budget management, ePAR, ePRO, Coupa, EMS Online Scheduling. Proven expertise with providing
• High Profile / Executive Level / Self-Directed Administrative Support.

Job Duties

• Complex calendaring, scheduling and travel on behalf of assigned executives while also serving as the gatekeeper for them to ensure appropriate time blocked for college administrative and leadership tasks.
• Event planning and management: prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Prepare presentations, correspondence, data collection and reporting on behalf of the executives.
• Initiate, monitor, track, and report on multiple contracts within college academic and clinical operations. Route contracts and agreements for review, submit for payment and reconciliation payments monthly.
• Greet visitors and determine whether they should be given access to specific individuals.
• Budget preparation and management: creates and submits Dean’s Office budget each year, tracks actuals to budget and monitors balances, orders supplies and equipment.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Organizes and monitors various Teams Channels, files, and organization.
• Project management for various projects, including strategic plan updates, and other Dean’s Office initiatives.
• Attends various executive and leadership meetings, drafts minutes, tracks projects, and sends reminders for key deadlines and due dates.
• Facilitate special requests.
• Other duties as assigned.

Physical Requirements

• Communicating with others to exchange information.
• Lifting and Moving objects up to 20 pounds.
• Sedentary work that primarily involves sitting/standing.
• Repeating motions that may include the wrists, hands and/or fingers.

Environmental Hazards

• No adverse environmental conditions expected.

Work Schedule

Monday - Friday, 8:00am - 5:00pm

Driving University Vehicle

No

Security Sensitive

This is a Security Sensitive Position.

Special Instructions

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted. Please also include a cover letter as applications will not be reviewed without one. 

Benefits

For information regarding our Benefits, click here.

EEO Statement

The University of North Texas System is firmly committed to equal opportunity and does not permit -- and takes actions to prevent -- discrimination, harassment (including sexual violence, domestic violence, dating violence and stalking) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, genetic information, or veteran status in its application, employment practices and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities, facilities and employment practices. The University of North Texas System promptly investigates complaints of discrimination, harassment and related retaliation and takes remedial action when appropriate. The University of North Texas System also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist or participate in an investigative proceeding or hearing.